How To Host Virtual Conference: A Step-By-Step Guide

Technology is innovating at a pace that's unprecedented. From connecting people to fostering amalgamations among businesses, these advancements allow individuals and companies to build relationships across the digital realms.

With the help of event management agencies, organisations can now create virtual conferences to communicate & collaborate with other companies to foster relationships while eliminating travelling time & expenses. The convenient use of technical knowledge and ease of accessing digital platforms make them a popular choice for businesses to organise virtual meetings.

It comes as no surprise that business travel has dwindled in the past few years. Due to the 2020 pandemic and social distancing protocols, businesses are organising several events- such as Townhall Meetings, Annual General Meetings, Press Conferences, and many others- on digital platforms. Hence, many organisations are implementing video conferencing systems within premises to communicate and collaborate with people from any place in the world.

Virtual conferences are more accessible for everyone who wants to be present; irrespective anywhere they are. However, the essence of any business conference remains the same; to effectively communicate the message to all target audiences. Therefore, it’s crucial to strategically follow a step-by-step guide to host a successful virtual conference & meet all business goals.

Step-By-Step Guide On How To Successfully Host A Virtual Conference

To set up a virtual conference, the organiser needs to plan, find a good conference platform, and create a robust strategy for engaging the audience from start to finish.

An organiser must follow five steps to ensure the virtual conferences' overall success.

Step 1: Define the ultimate goals of the virtual conference

It is the first and foremost step to achieving success in business conferences. Whether announcing updated HR guidelines or discussing business propaganda, organisers can tailor & customise virtual meetings to achieve what organisations want through them.

To highlight the achievements and future prospects of the company, organisers can conduct a town hall meeting. These planners can coordinate with each departmental head to pen down their success stories, struggles, and targeted milestones. Accordingly, they can outline a plan for a virtual conference.

Step 2: Outline the plan

After defining the ultimate goals and the success criteria, it's time to create a blueprint for the virtual conference. It enables the organisers to systemise workflow, delegate tasks to different team members, and finish work on given timelines. Hence, promoting efficiency and productivity of the given project.

Suppose the company has multiple branches across different states or countries. In that case, it's imperative to set up high-tech electronic systems in each premise to live stream the ongoing townhall meeting systematically. To outline other such activities, organisers need to create a master sheet where they can note down important aspects of the forum and avoid last-minute errors.

Step 3: Select an appropriate virtual conference platform and technical equipment

An organiser can select a virtual conference platform depending upon the type and objective of the business meetings. Management can opt for free online conference tools if the gathering is small but diversified across different geographical locations. At the same time, interactive features such as whiteboards, presentations, polls, quizzes, breakout sessions, etc., must be considered by organisers before choosing an appropriate virtual conference platform.

If the audience base is large and scattered across different geographical regions, the organiser can opt for webcasting services to conduct town hall meetings. The host can display presentations, quizzes, polls, and other salient in-built features to engage and interact with internal teams.

Step 4: Develop content & event flow

After gaining a complete understanding of business objectives and selecting an appropriate virtual conference platform, now it's time to develop the flow of the event. By coordinating with a content strategist, the organiser can prepare a flow chart of the event. Accordingly, they can create scripts, promotion copies, quizzes, polls, and customised themes that match their business goals.

To motivate employees in the town hall meeting, content strategists can come up with inspirational themes like Power Up, Marvel Rangers, Redefine Your Limits, Race To Ace, etc.

Step 5: Promote virtual conferences on different digital platforms

After religiously following all the steps from 1 to 4, now it's time to promote the virtual conference across different digital platforms. Organisations can collaborate with digital marketers to boost their virtual meetings, whether social media handles or commercial websites. Hence, fostering engagement and enhancing the company's value among the audience.

Organisers can create a series of mailers- teasers, formal invites, countdowns, and final reminders- to promote the company's townhall meeting. Also, the organiser can create social media posts or small clips that cover important topics of the event.

To Conclude:

The virtual conference is a buzzword, and many organisations are adapting this technology to communicate with their internal and external teams effectively.

Today, many free virtual conferencing tools are available on the internet that enable an individual to connect with a limited number of people. For a larger audience base, it is imperative to implement a virtual conferencing system within the premises to improve efficiency and productivity among team members.

If you need further information regarding virtual conferencing tools, connect with us now. Our marketing experts will be happy to assist you.